Project Scheduler and Resource Manager

Position Overview    

We are seeking a highly organized and proactive Project Scheduler and Resource Manager to join our growing Project Management Office (PMO). This role is responsible for overseeing the centralized scheduling and allocation of IT and business resources across enterprise projects. The ideal candidate will collaborate with project managers, department leads, and senior leadership to drive visibility, improve planning accuracy, resolve conflicts, maintain accurate data, reporting, and analytics and ensure alignment of staff to strategic initiatives.

This is a pivotal role in shaping how we plan, prioritize, and deliver cross-functional work—with a focus on forward-looking capacity planning, real-time resource tracking, and efficient project execution.

Responsibilities 

Resource Scheduling & Allocation

• Maintain a centralized view of resource assignments across IT and business projects.
• Partner with project managers and function leads to assign resources to projects based on availability, skillsets, and business priorities.
• Track roll-on/roll-off dates and escalate when resource conflicts or overallocations impact delivery.
• Assist with determining staff allocation across business-as-usual (BAU) and project development activities.
• Work with function leads to escalate conflicts where higher-priority BAU responsibilities interfere with project tasks.

Forecasting & Capacity Planning

• Develop and maintain capacity and demand models using pipeline data, historical performance, and business forecasts.
• Identify resourcing gaps early and recommend solutions (e.g., reallocation, hiring, contractor support).
• Support the Project Governance Committee in resource availability, prioritization  and allocation across the project portfolio.

Process & Tooling

• Help implement and enhance project scheduling and resource management within enterprise systems (e.g., Smartsheet, Microsoft Project, Power BI).
• Support adoption of standard resource planning processes and ensure timely updates by project managers and team leads.
• Support the adoption and effective use of resource management tools and technology.

Reporting & Communication

• Produce regular reports and dashboards on resource utilization, capacity trends, and forecast accuracy.
• Facilitate regular resource review meetings with key stakeholders.
• Escalate constraints and collaborate on resolution strategies with project and functional leaders.

Qualifications   

Required

• 5+ years of experience in resource planning, workforce management, or project scheduling.
• Experience working in or alongside a PMO, with knowledge of Agile, Waterfall, or hybrid delivery methods.
• Proficiency with Excel, resource planning tools, and reporting dashboards (e.g., Power BI, Smartsheet).
• Strong analytical, communication, and stakeholder engagement skills.

Preferred

• Experience in a technology-driven, professional services, or financial services environment.
• Familiarity with PPM systems (e.g., Microsoft Project Online, Planview, Smartsheet).
• Understanding of IT and business operations in middle and back office contexts.

Success Metrics

• Increased visibility and accuracy of enterprise-wide resource allocation.
• Reduction in project staffing conflicts and delivery delays.
• Improved alignment of resource supply with project demand and strategic priorities.

The annual base salary range for this position is $90,000 to $150,000 USD. The actual base salary will depend upon the candidate’s relevant experience, qualifications, skills, business needs and market. This role may be eligible for a discretionary bonus and if awarded is based on a variety of factors including firm and individual performance.